Writing and Sending an Email Cover Letter: Full Guide

An email cover letter is a simple and efficient way of demonstrating your interest in the position and showcasing relevant qualifications. It is in many ways similar to a traditional cover letter you send as a standalone document, with a couple of slight differences.

In this article, we’ll teach you how to write and send an email cover letter. We’ll also give you concrete examples to use as learning material and inspiration. Finally, you’ll discover expert tips and strategies that will help you polish your cover letter to perfection.

Email Cover Letter Sample

Let’s start with a brief email cover letter sample to give you an idea of what yours should look like:

How to Write an Email Cover Letter in 7 Easy Steps

Now that you’ve seen the examples, let’s learn how to write your email cover letter by going through each section. 

Here’s a brief visual guide to what the structure of your cover letter should look like:

#1. Make Your Subject Line Strong and Inviting

The subject line of your email cover letter needs to be concise and impactful. It is the first thing the hiring manager sees, so it needs to grab their attention and tell them what the email is about.

That’s why it’s usually best to mention that you’re applying for a position, emphasize the position that you’re after, and include your name in the subject line.

Here’s a good example:

Omitting some of these details can result in an incomplete subject line, which can even lead to the hiring manager skipping your cover letter altogether.

Here’s a bad example of a subject line:

#2. Professionally Greet the Recipient

Greeting the recipient is the established way of introducing them to your cover letter. The trick here is to address the reader by their name. That way, you create a personalized experience for them, build rapport from the get-go, and maximize your chances of leaving a lasting impression on them.

To find out who is going to read your cover letter, you can research the company, read the job ad, check out the organization’s LinkedIn profile, and more.

The greeting should be brief and polite, like in the following example:

You should avoid universal salutations, like “To Whom It May Concern” or “Dear Sir or Madam,” as they are too generic.

#3. Start Off With a Catchy Opening Paragraph

You want to start your cover letter strong, with an opening paragraph that grabs attention. To achieve that, you should specify what position you’re after and how much experience you have in the field. On top of that, you should mention one or two of your most prominent achievements to give them a taste of your capabilities.

Here’s a good example:

#4. Demonstrate Your Relevant Qualifications

The body of your email cover letter should demonstrate why you’re the right person for the job.

If you lack professional experience or are writing an email cover letter for freshers, you should focus on your skills and academic accomplishments. However, if you’re an accomplished professional, you’re better off showcasing your work-related accomplishments. To make those accomplishments more impactful, use numbers and statistics to add measurable value.

Here’s a good example:

#5. Highlight Your Motivation

You should use your email cover letter to emphasize motivation in addition to your qualifications. This is best done by talking about the position or the company and focusing on something specific that made you apply for the role.

Let’s see how this should be written in an example:

#6. Don’t Forget About the Call to Action

A call to action toward the end of your cover letter substantially increases your chances of getting contacted for an interview. You can incorporate this after a polite thank-you note in the final paragraph.

Here’s an example:

#7. Sign Off Respectfully

A respectful sign-off is the usual way of concluding a cover letter. You should use a polite closing statement followed by your name.

Here’s what that looks like:

Email Cover Letter Textual Example

Now, let’s check out a complete example of an email cover letter based on the previously demonstrated sample. 

Here’s what the final product should look like, with a catchy introduction, an information-packed middle part, and a call to action toward the end:

Email Cover Letter: 5 Essential Writing Tips & Strategies

Now that we know how to write an email cover letter, let’s go through some expert tips that will help you make it stand out even more.

#1. Be Direct and Succinct

Your email cover letter needs to be deliberate and to the point. Steering off-topic in your writing and including unnecessary details or lengthy explanations dilutes your letter and detracts from its primary purpose.

Being direct and succinct optimally conveys your message, ensures it is easily readable, and shows respect for the reader’s time.

#2. Be Mindful of the Length

This point builds on the previous one. You want a short email cover letter that is packed with valuable information. Ideally, your letter should fit the reader’s screen, allowing them to read the whole thing effortlessly.

If your cover letter is too long, busy hiring managers might skim through it or skip it entirely. That’s why you want to focus on quality over quantity and ensure every word counts. A typical length of a cover letter is 250–400 words or 3–5 paragraphs.

#3. Think About the Font

Some of the best fonts for a cover letter are clean, professional, and easy to read. This includes fonts like Arial, Calibri, Helvetica, Times New Roman, etc. The size should be between 10 and 12 pt.

Your choice of font is essential, whether you’re sending your cover letter in email or attached as a standalone document. The default font is a good option if you’re using Gmail or Hotmail, so there’s usually no need to change anything.

#4. Personalize Your Letter

Personalizing your email cover letter for a job application helps you stand out among the candidates. For instance, addressing the recipient by their name adds a personal touch and shows that you went the extra mile to find out who is going to read your letter.

You can also talk about the company and the role to show you’ve done your research. This demonstrates your genuine interest in the job and your enthusiasm for the position.

#5. Style the Letter Like a Professional

When you’re submitting your cover letter as a soft copy, you should have a strong layout to create an enticing visual experience. However, even when you’re sending the letter in the body of an email, you can style it to leave a better impression.

In general, you should use a full-block style in your email cover letter. This includes using left-justified text and an extra line of space between paragraphs. This is a formal style that works best in business settings.

How to Send an Email Cover Letter

Sending an email cover letter requires attention to detail to ensure that your application is submitted in an effective and professional manner.

Firstly, you want to follow the instructions provided by the job posting. For instance, some employers might prefer a cover letter written in the body of the email, while others want a soft copy in a specific file type.

If submitting a standalone document as an attachment, you should use the PDF format unless specified otherwise. It preserves formatting and ensures legibility, regardless of the device. In that case, it’s also important to name the document properly. Go with a professional file name, like “Teresa_Johnson_Cover_Letter.pdf,” instead of a generic name like “cover_letter.pdf.”

Remember to attach other documents, such as your resume, portfolio, or list of references, if you have them. These documents should also be appropriately named and submitted as PDFs, like your cover letter.

Finally, don’t forget to give your email cover letter one last review before hitting send. Take a moment to review your writing, formatting, style, and the recipient's address.

Final Thoughts

Sending an email cover letter is a delicate process that requires a mix of email writing skills and attention to detail. By following the steps outlined in this article, you’ll craft and send a stellar cover letter that maximizes your chances of convincing hiring managers to invite you for a job interview.

Remember that you only have one chance to leave a good first impression, so you want to ensure that everything from your file name and subject line to a farewell statement is top-notch. This is essential, whether you’re writing an email cover letter for an internship or a senior position. Best of luck!